Argument for the Consolidation of VFW Posts

By Charles M. Pickett

It is dishonorable to abandon a post.
It is dishonorable to surrender a post charter.
It is dishonorable for a post to become defunct.
It is dishonorable for a post charter to be revoked.
However, it is honorable for a faltering post to consolidate with another post.

In short, if your post is on the brink of failing, consider consolidating with another and definitely consider starting the process before Christmas of any given year.

Why Consolidate

While shuttering a VFW Post can be an emotional and difficult decision, many posts close. For example, in Connecticut 30 posts have closed or consolidated since June 2015–when the last post was chartered in the department. That’s three posts every year.

Moreover, currently there is a sizable number of VFW Posts in the state languishing to the point of being defunct or having their charters suspended or revoked for myriad administrative reasons (IRS, audits, etc.). Additionally, there are a number of “heart attack posts” in the state. This is where one comrade is barely holding the Post together (usually not to standard or even close to standard), and upon illness, infirmity, or death, the Post collapses. Surrendering a charter by death is a sin of omission, condemning the Post to oblivion and damning Legacy Life members to an administrative “Member-At-Large” purgatory.

When a post goes under, the VFW National Bylaws direct Departments to secure the Post’s assets. Unfortunately, many assets including Past Post Commander portraits, go into a Dumpster.

“In all cases of surrender, revocation or forfeiture of a charter, title to all real and personal property shall immediately pass to the Department who shall take possession and control for disposition as directed by the Department Council of Administration for the purposes set forth in the Congressional Charter. In addition, the books and records of the Post shall be recovered by the Department” (VFW Bylaws, Sec. 212).

Consolidation is an opportunity to respectfully honor a post’s legacy and the comrades who have gone before. Similarly, when the U.S. Army inactivates a unit–and some of them have been storied or colonial-era units–an inactivation ceremony is held where they detail the lineage of the unit, highlight the many achievements through the unit’s history, and lastly “case the colors” honoring the unit’s legacy.

To say again, if your Post is failing, do the right thing and consolidate with another post.

How to Consolidate

Unlike the Army, which typically takes two years to deactivate a unit, two VFW Posts can consolidate in about four months. Plus, it isn’t that difficult.

Section 209 of the VFW National Manual of Procedure goes into the seven steps of Post Consolidation (pasted below). The first two steps are simple:

• The first step is to make a motion: “I move to consider consolidating our Post with VFW Post XXXX.”
• The second step is for the Post Commander to immediately appoint a committee to investigate consolidation–if the motion to consider is adopted.

Consolidation Considerations

A smooth consolidation can close in four months. A contentious one may never happen.

• Consistently communicate with all stakeholders. Even before a motion is made and a committee formed, Post leadership should discuss the possible consolidation and details with Post Comrades and higher eschelons. Consistent communication prevents miscommunication, frustration, and perhaps opposition.
• Early sensing sessions with Comrades from just one post for airing grievances and emotionally reacting can be helpful. In effect, it may be a good idea to have a “gripe” session without the other post present to work through issues. Closing a post can be extremely emotional and play into base fears. Nobody wants to be the last commander of a failing post and we’ve seen Commanders pass away holding a dead post together, to the grave.
• Loud complainers offer emotional appeals but not solutions. Based on experience, the loudest complainers are typically the ones least likely to fill officer positions or help fix Post problems. They will shame leadership but they will not offer logical or concrete solutions. Tell them when the officer report is invalid next June 1, all the post money, members, and property may be confiscated; consolidating is the responsible and respectful thing to do. Then again, maybe the consolidation process could trigger a revival in Post leadership. It is shocking to hear Comrades, actually dying of cancer, be admonished by fellow Comrades for not wanting to be Quartermaster again.
• Start the process before Christmas. While it sounds arbitrary, it should take about four months to complete the six of the seven steps of a consolidation without any hitches. An example timeline is: January make motions and form committees; February report and then notify everyone mandated within seven days in writing (to meet 20-day minimum); March have a vote to consolidate at both posts with the “facts of consolidation” presented and in the minutes, then send written notification giving 14-days notice of joint meeting after second post adopts to consolidate; April have joint meeting with Department with nominations and elections within 30 days of second post vote. That’s four months with no delays (full details in Sec. 209).
• Financial liabilities. A Post may not want to consolidate based on the report of assets and liabilities, especially incurred debt. This is a real consideration as a debt can doom the consolidated Post.
• Make compromises. Comrades can have emotional attachments to a post name and deciding names and numbers can scuttle a consolidation. If you are the consolidating post, you probably have to make the hard compromises. However, how can the new post honor the legacy of the posts that contributed to its lineage? Naming a scholarship, room, the post home building, or an award is one way. Dedicating a wall to the memorabilia of the incoming Post is another way to show respect. Sometimes posts rename as a hyphenated combination of two towns.
• Facts of the consolidation are extremely important to have settled and well documented. The consolidation facts to be decided are: the Post name, number (must be one of the consolidating Post numbers but traditionally the lower number), location of the consolidated Post and the election and installation of officers (which should be the joint meeting date). Hard compromises are better than dooming the Post’s memory to oblivion. Also, present the facts of the consolidation during step four when each post votes to consolidate and note the facts in the minutes.
• Hit deadlines. Steps 4 and 6 have some notification deadlines. Send written notifications out ASAP and avoid the mental calendar gymnastics. Emails are written notifications; however, additional methods of communication including calling engaged members are a good practice to build consensus and block a “nobody told us” contingent. Don’t be accused of being sneaky when you are doing a noble thing. Also send letters to officers as a courtesy. It takes time and money but can smooth the way. Consider printing three copies of mailing labels for each post officer, appointment, and engaged comrade.
• Communicate formally with District and Department. Be sure to send emails, copies of minutes, and consistently communicate with higher headquarters. Follow up and hold leadership accountable especially with the scheduling of the joint meeting.
• Strong foundation. Build the new consolidated post on a strong foundation. If the consolidated Post retains the name and number of one post, that post should probably be squared away with their filings, finances, corporation–and perhaps most importantly–their IRS Form 990 filings and tax-exempt status. There is perhaps no better indicator of a Post in distress than the revocation of their tax-exempt status. Based on experience, there is no swifter way to solve a long-simmering, revoked-exemption status than dissolving the corporation.
• Community committees and honoring post culture. In negotiations, the incoming post could ask for a standing committee to be added to the bylaws. This committee can be named after the outgoing post or community and be given the mission like: “to promote the social welfare, sponsor or participate in activities of a patriotic nature, carry on programs to perpetuate the memory of deceased veterans, and to provide social and recreational activities for members” in that community. But the activities are open to everyone in the post (such as marching in that town’s parade or attending the Safety Night Dinner in that town). That committee can also be given a separate account, and power to decide their budget and expenditures–but held to the fiduciary constraints as detailed in Post, District, and VFW National bylaws. While the committee would not have the full freedom of a Post and would report and make recommendations like any other committee in a Post meeting, it would see to the needs of a community, while continuing to respectfully honor a post’s legacy and the comrades who have gone before.
• Regional Posts. As demographic trends dictate increased post consolidations, the concept of the regional post becomes more viable. Where there is one big post as the hub, it can support a number of “community committees” as spokes radiating out. Arguably, those communities do not have to be geographically connected to the regional hub.

Excerpt from VFW National Manual of Procedure
Sec. 209 – Consolidation of Posts.

Two or more Posts may consolidate upon a vote of their respective members conducted in accordance with the procedures herein set forth as follows:

1. A motion to consider consolidation shall be made and approved at a regular or special meeting of the Posts.
2. A committee shall be appointed by the Post Commander to investigate consolidation.
3. All Posts involved in the consolidation shall exchange a report of all assets and liabilities.
4. A Post may then, after at least twenty (20) days written notice to the Department Commander, District Commander and members of the respective Posts, consolidate upon a two-thirds (2/3) vote of the members present and voting at each regular or special meeting of the respective Posts.
5. The Department Commander shall be notified, in writing, immediately after the meeting of the outcome of the action taken.
6. A Department representative shall conduct a joint meeting of all Posts within thirty (30) days for the purpose of determining the name, number (must be one of the consolidating Post numbers), location of the consolidated Post and the election and installation of officers. A written notice must be sent to the members of all Posts involved at least fourteen (14) days in advance. All actions, with the exception of the election of officers, must be approved by a two-thirds (2/3) vote of the members present and voting .
7. Such facts shall be certified by the Department representative, submitted to the Department Commander for forwarding to the Commander-in-Chief who shall issue a Certificate of Charter reciting the facts of such consolidation. The Certificate of Charter shall rank from the date of the senior Post’s charter. The property of each of the Posts shall be conveyed to and become the property of the consolidated Post. All past officers in each Post shall be entitled to rank as of date of service in their respective Posts.
   Notwithstanding the provisions above, the Department Commander may recommend consolidation to the Commander-in-Chief as circumstances dictate.